Clinical Office Assistant

Job Summary

Clinical Office Assistant – Fort Wayne, Indiana

Contact: Rahul Kumar – Ph: 248‑936‑5060 | Email:

W2 Only. Stefanini Group is hiring!

• Answers and directs central phone system incoming calls.
• Notifies the appropriate IT personnel of phone system, iPad, printer, etc. malfunctions within the lobby.
• Greets visitors courteously, directs them to the appropriate PHP personnel, and ensures proper sign‑in/sign‑out procedures.
• Notifies the Facilities & Office Services Manager or HR of any suspicious or uncooperative visitors, notifying the proper authorities as appropriate.
• Retrieves incoming faxes and electronically routes them to the appropriate personnel in a timely manner.
• Accepts and signs for all incoming packages/mail, notifying the appropriate person of delivery promptly.
• Checks overnight drop box for deliveries daily or as directed by business need; prepares for onsite meetings and/or alternate office hours with appropriate signage, displays name tags, informs cleaning company of special requests, and maintains lobby cleanliness.
• Assists with scheduling package pickups.
• Accepts premium payments via check or money order, prints receipts as needed, and ensures checks are delivered to appropriate locations.
• Provides administrative support to the Office Services Department and other departments when necessary and directed.
• Conducts routine audits of documents scanned by other individuals, ensuring data image quality, correct indexing, and that documents are scanned into the correct application.
• Ensures all returned mail is researched and updated with current and accurate member information per established process guidelines.
• Consistently reaches out to employer groups and/or members on the National Change of Address spreadsheet to research and update contact information per established process guidelines.
• Acts as liaison between team members and vending machine vendor to resolve issues or concerns that may arise.
• Maintains and updates process guidelines/policies using standard office programs for the lobby/front desk with the assistance of the Facilities & Office Services Manager; when assigned, completes the processing/sorting of incoming mail per established process guidelines.
• Participates in company‑wide and departmental quality management activities. Participates in training on federal and state regulations applicable to the position, and adheres to them.
• Performs any other relevant and related duties as required.

• Good interpersonal and communication skills; answer telephone and direct calls to the appropriate area/personnel.
• Access computer or appointment–stored information necessary to perform tasks.
• Generate exam requests and relay information to patients and family members following HIPAA regulations.
• Schedule appointments, consult with physician’s offices as needed.
• Manage film purging and transfer.
• Answer phones, provide assistance and direct calls in a courteous and efficient manner.
• Strong communication skills and ability to prioritize work; must be a team player.
• Ability to manage concerns and situations of immediate importance.
• Provide adequate and prompt information to all customers.
• Enforce patient privacy and confidentiality.
• Monitor inventories related to the job and order accordingly.
• Demonstrate competence in computer applications.
• Maintain employee medical record correspondence per protocol in the proper record format.
• Pull and file medical records.
• Interfile all correspondence and ancillary test results.
• Operate standard office equipment such as Microsoft Office systems, calculators, photocopiers, dictation equipment, and fax machines.

• Microsoft Office proficiency.

• Client Relationship Management experience.
• Effective time management.
• Multitasking ability.
• Positive customer‑focused attitude.
• Proficiency in maintaining strict confidentiality of private health information.
• Technical proficiency.

• High School Diploma or equivalent.
• 1 year of relevant experience in a clinical office setting (preferred).

Stefanini Group is a global provider of offshore, onshore and near‑shore outsourcing, IT digital consulting, systems integration, application, and strategic staffing services to Fortune 1000 enterprises worldwide. With a presence in the Americas, Europe, Africa, and Asia and more than four hundred clients across a broad spectrum of markets—including financial services, manufacturing, telecommunications, chemical services, technology, public sector, and utilities—Stefanini is a CMM Level 5 IT consulting company.